Request for Proposal (RFP)

loyalsockvillemobNetworking and Communications

Oct 27, 2013 (3 years and 11 months ago)

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Pueblo City Schools’

Request for Proposal

(RFP)

for

Session Initiation Protocol (SIP) Trunks


Final




























Proposals Due
Jan 4
, 201
1
, 4:30 PM Mountain time (see last page for timeline)

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2

of
12

Table of Contents

PUEBLO CITY SCHOOLS’

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1

REQUEST FOR PROPOSAL

(RFP)

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1

TABLE OF CONTENTS
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2

INSTRUCTIONS TO VEND
OR

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3

I
NTRODUCTION

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3

B
ACKGROUND
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3

M
AJOR
C
RITICAL
R
EQUIREMENTS
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3

S
COPE OF THE
P
ROJECT

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4

P
ROPOSAL
S
UBMISSION
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4

A
DDITIONAL
I
NFORMATION

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4

W
ITHDRAWAL OF
P
ROPOSALS
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5

N
ON
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DISCRIMINATION

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5

G
UARANTEES AND
W
ARRANTIES

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5

A
WARD OF
C
ONTRACT

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5

E
VALUATION AND
S
ELECTION
C
RITERIA

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5

C
OST OF
P
ROPOSAL
P
REPARATION
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7

R
ESPONSE TO
S
PECIFICATIONS
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7

SOLU
TION SPECIFICATIONS

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8

G
ENERAL
I
MPLEMENTATION
R
EQUIREMENTS

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8

T
ECHNOLOGY
R
EQUIREMENTS
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8

OPTIONAL SOLUTION SP
ECIFICATIONS

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8

O
PTIONAL
I
MPLEMENTATION
R
EQUIREMENTS

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8

VENDOR EXPERIENCE AN
D REFERENCES

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9

COST PROPOSAL

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9

HARDWARE REQUIREMENT
S

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9

ANTICIPATED PROCUREM
E
NT TIMELINE

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Instructions to Vendor

Introduction

It is the intent of this request for proposal to seek qualified vendors for
Session Initiation
Protocol (SIP) Trunks to replace or complement our current P
rimary
R
ate
I
nte
rface (PRI)

telephony services
.

Background

Pueblo City Schools in Color
ado consists of approximately 17
,000 students attending 33

schools
and a few alternative facilities within the city limits of Pueblo, Colorado.
Each school is

provided telephony servic
es via an on
-
site NEC 2000 IPS phone switch which provides both
TDM and analog handset connections. These IPS 2000s integrate with a centralized PBX, an
NEC
2400 IPX phone switch located in

the

district’s Data Center
at 1920 Montezuma Rd.,
Pueblo, CO 8100
3. This interconnectivity between

NEC phone switch
es is via CCIS over our
private metro area LAN/WAN which provides redundant 1 Gbps Ethernet connectivity from
every location back to our Data Center.


The NEC 2400 IPX serves as the central management proc
essing for all telephony services and
is the gateway to the Public Switched Telephone Network (PSTN), currently provided via five
PRIs. One of the five is dedicated to D
-
channel signaling for three others which provide 24 “talk
paths” each. We are in the

process of deactivating the fifth

PRI
. These 72 trunks pr
ovide PSTN
connectivity for

~
1,
600

landline phones throughout the district, plus a centralized fax serve
r, and
a mass auto
-
dialer application server from School Messenger.


In addition to the NEC 2
400 IPX and integrated NEC 2000 IPS’s, we also have an NEC SV8300
VOIP phone switch which supports VOIP phones at our administration building and one school.
The SV8300 is also located in the Data Center along with the NEC 2400IPX. This phone switch
supp
orts SIP natively. PSTN connectivity for calls to and from the SV8300, however, is
currently
provided via the NEC 2400 IPX

connected PRIs
. A diagram of the district’s telephony
systems can be found at Attachment 1.


The School Messenger server
places its

calls via two direct connect T1

lines between the server

and the NEC 2400 IPX, sharing the P
RI service. This server is native SIP capable and we have
recently run a
successful
week long test with these calls going out directly via SIP trunks over
our int
ernet connectivity.


Our goal is to
reduce our cost of PSTN telephony with a low risk
transition.

Major Critical Requirements

The vendor of the
SIP trunks

under consideration should be in a position to meet the following
critical requirements. None of the
se critical elements are optional. Vendors must provide
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references of
customers

that have implemented the proposed
SIP trunks
meeting these
requirem
ents
.



Vendor must have redundant facilities to ensure high reliability.



Vendor must have past performance p
roviding SIP trunks as a primary telephony solution to
the PSTN for
three

years or more.


Scope of the Project

Proposals are sought for a complete im
plementation solution including



SIP trunks



On site hardware if required



Implementation and configuration



On
going support and maintenance



DIDs



PSALI on all DIDs



Long distance



Extra

listings

Proposal Submission

Three (3
) copies of the entire proposal
, with the exception of a separate cost volume,

must be
delivered in a sealed envelope or package and clearly marke
d as
SIP TRUNKS

PROPOSAL by
the date and time on the front cover

of this RFP
. The package must be sent to Vanda Quintana,
Pueblo City Schools Data Center, 1920 Montezuma Rd., Pueblo, CO 81003
. Proposals received
past the deadline will be returned, unopene
d. Proposals submitted by fax transmission will be
rejected.


All cost information should be enclosed in a separate volume. Two (2) copies only of the cost
volume should be included in the sealed env
elope or package. All proposal

offerings must
explicit
ly

state the offer is valid
through June 30, 2011.

A
s we may elect to transition to SIP
services any time during the 2011
-
2012 fis
cal year, proposed pricing must be honored as
contracted throughout the one plus two (three) year contract period
.


Qu
estions

about the
Final
RFP should be
submitted
by email

to
itproposals@pueblocityschools.us

no later than

Friday, Dec

10, 2010, 4:3
0 PM Mountain time
.

All
vendor questions and associated responses will be posted in a consolidated Q&A document
available on the d
istrict web site.

Additional Information

The district reserves the right to request any additional information, which might be deeme
d
necessary after reviewing the proposal(s)
.

The district’s centralized Right Fax server will be separated from the architec
ture utilizing
dedicated analog lines to support district faxing. The vendor should assume that SIP services do
not need to support faxing.

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The district is able to maintain all traffic across our network from all points, to all points, with
extremely low
LAN/WAN bandwidth utilization, negligible packet loss, millisecond latency, and
negligible jitter. Our bandwidth to the internet is being upgraded to 300 Mbps and the vendor
should assume we will maintain internet bandwidth utilization at 50% capacity or
less. Our
internet provider is Unite Private Networks who can maintain similar network reliability and
performance to their points of connection to their tier 1 provider(s). A large scale week long test
with our School Messenger server of SIP trunks prov
ides us confidence that our network and
internet service can support near MOS 5 level call quality.

Withdrawal of Proposals

Proposals may be withdrawn upon written or faxed request received from vendors prior to the
stated date and time of the proposals op
ening. Negligence, error, or oversight confers no right
for withdrawal of the proposal after the time fixed for proposal opening.

Non
-
discrimination

The district requires that all of its contractors abide by non
-
discriminatory practices in hiring,
recruit
ment, placement, selection for training, promotion, and compensation.

Contractors and their subcontractors must insure that applicants and employees are not
discriminated against on the basis of race, color, religion, ancestry, national
origin, age,
handic
ap, or sex.

Guarantees and Warranties

All guarantees and warranties should be stated in writing and submitted as part of the proposal.


The vendor shall warrant that the system will meet the reliability and performance
standards
published by the vendor whi
ch are expected to fulfill the
requirements set forth in the RFP
at a
minimum,
and will continue to do so as long as the system remains under vendor maintenance.

Award of Contract

The d
istrict shall have a period of 9
0 calendar days after opening of the pr
oposals i
n which to
award the contract.

The resultant contract must specifically state that the contract is contingent
upon subsequent funding by the Board of Education. This is anticipated to occur in June, 2011
with anticipated 2011
-
2012 fiscal year bu
dget approval. If the Board of Education does not
allocate funding the contract will automatically become null and void and should be stated as
such in the contract.


The district reserves the right to exercise none, some, or all of the proposed SIP trunk
s up to the
limit proposed throughout the contract period. This scaling up or down of services, including the
elimination of services altogether shall be without cancellation penalties.

Evaluation and Selection Criteria



Adherence of the proposal to the re
sponse format

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Adherence of the proposal in meeting the technology, functional and implementation services
requirements outlined in the document



Added features and functionality beyond those expressed as requirements



Feedback from references



Company’s overa
ll experience



Company’s stability and commitment



Cost will be
the

primary factor and will be evaluated as follows.


Each submitted proposal will be reviewed to see if it meets the Major Critical Requirements.
Proposals that do not meet one or more of thes
e requirements will be eliminated from further
consideration without further review.


The total proposal score will be based a 200 point maximum scale with the non
-
cost volume
evaluated on a 0
-
100 point scale and the cost volume evaluated on a 0
-
100 point
scale. The two
volume scores will be combined to arrive at a total proposal score. Because cost is the only
factor included in the cost volume score it will be more important than any
of the multiple
contributing factor
s

in the non
-
cost volume score, and

thus the dominant factor in award.
Proposals that do meet the Major Critical Requirements will be evaluated by a team of reviewers
on a 0
-
100 point scale. This review will not include a review of the cost volume and will only
assess the non
-
cost factors
, arriving at a desire
d solution regardless of cost.


Separate from the non
-
cost review, a cost volume review will be performed by a subset of the
review team members including the Director of Technology. Each cost volume will be reviewed
for comprehensiv
eness to ensure no required items were omitted
. Proposals should delineate all
costs annually for each of the
three

years in t
he period including July 1, 2011


June 30, 2014
.
Each proposal subject to the cost volume review

will then be sorted by the thr
ee

year total price
to meet all requirements. The lowest price proposal will be assigned a
cost volume score of 100

points. All other cost proposals


Cost Subtraction Score will be calculated by the percentage
more expensive than the least expensive comp
liant solution. Each proposal’
s Cost Subtraction
Score will be sub
tracted from
100 points to arrive at the final cost volume

evaluation score.

The
cost volume and non
-
cost volume scores will be combined to arrive at the proposal score.


For example. Fou
r proposals are received, A, B, C, and D.


All four proposals are reviewed for compliance with the Major Critical Requirements. Proposal
C does not meet one or more of these requirements and is removed from consideration.


The non
-
cost volume for proposal
s, A, B, and D are reviewed and assigned scores of

A =
75, B = 85, and D = 90. Without regard for cost, D is the preferred solution.


The cost volumes are reviewed and the
three

year total cost to meet requirements is established
as

A = $100

B = $105

D =

$120


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A is determined to be the lowest cost to meet requirements and is assigned
10
0 points

for the cost
volume score
. Cost Subtraction Scores for B and D are calculated as

B


($105
-

$100) / $100 *100 = 5% over cost of A, Cost Subtraction Score = 5

D


($120
-

$100) / $100 * 100 = 20% over cost of A, Cost Subtraction Score = 20


Cost Subtraction Scores are then subtracted from
100 points

to arrive at final
cost volume score

of

A = 100

B = 100


5 = 95

D = 100


20 = 8
0


Cost volume and non
-
cost volume
scores are then added to arrive at the final proposal score of

A = 75 + 100 = 175

B = 85 + 95 = 180

D = 90 + 80 = 170

Proposal B is therefore selected for award.


All proposals will be considered as
a Best and Final Offer (BAFO).


Cost of Proposal Preparat
ion

All costs of preparing the proposal are t
o be borne by the respondent,

may not be

included in the
proposal price, and will not be refunded under any circumstances including but not limited to
cancellation of the procurement. These proposal costs inclu
de any travel expenditures.

Response to Specifications

Vendors must
clearly
respond to every functional, technical, and general implementation
requirement contained in the Specifications section of the RFP using the following criteria.
Vendor’s responses m
ust be in the same order in which points appear in this RFP.

Y
ES


YES. Feature, function, product, or service is available as requested and is fully
operational using the version proposed at one or more districts.

D
EV

IN DEVELOPMENT. Feature, function,
product, or service is under active
development and operating in a test environment.

N
O

NO. Feature, function, product, or servi
ce is not available nor

in development.

For any specifications to which the vendor answers other than YES, vendor must describe:

a)

The feature, function, product, or service being planned or developed, indicating the date
after which the function and feature will be available in general release and operation in the
system proposed.

b)

Whether the district will incur any added cost

for the feature, function, product, or service
once it becomes available, either as a direct cost of the feature, function, product, or service,
or because the feature, function, product, or service will require replacement of or addition to
hardware or s
oftware originally proposed for initial installation.

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Any such exception taken to any specification
must

be stated immediately following the
specification in question.

Solution Specifications

General Implementation Requirements

_____The vendor must quote
and be able to provide
a complete implementation. If SIP to PRI
conversion is proposed the solution must include the hardware and on
-
site configuration.
If circuits are proposed (vs. SIP provided over our internet bandwidth) implementation
must include d
elivery, test and setup of those circuits.

_____
Technical support and maintenance must be provided. Costs for these elements must be
delineated annually in the cost volume.

Technology Requirements

_____ The
solution should include up to 2,000 DID numbers,

ported from our current PRI
provider.

_____

PSALI should be included for all DIDs

_____

A total of 40 listings should be included, one for each school and a few other
miscellaneous.

______

Domestic long distance, both intra
-
state and inter
-
state should be

proposed.

Optional Solution Specifications

Optional Implementation Requirements

_____ Vendor hosted web based application for administering phone numbers and related
functionality


_____

Simultaneous
ring
ing

so employees can have their DID number simultan
eously ring with
a cell phone or other number

_____ Auto forward so that if a DID number
cannot

be reached (assuming network outage) the
call can be automatically forwarded to another secondary number, such as the employee’s
cellular phone

___
__
Alternativ
e delivery including SIP via the district’s internet bandwidth as w
ell as SIP via
private circuits:

Private circuits could be to the district’s Data Center or could be an
interconnect between the vendor and Unite Private Networks, our WAN and internet
pro
vider

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Vendor Experience

and References

Provide a company profile that includes total number of employees
and annual revenue
and
number of employees in Customer Serv
ice/
Technical Support

along with a description of the
process for us to engage technical su
pport when needed
.

Describe the vendor’s project
management and implementation services. Please include a sample implementation plan that
lists all steps of the implementation process.

Provide number of K
-
12 school districts using the
proposed solution

and an approximate number of total customers being provided SIP services
from the offeror
.

Provide references (
including References in our regio
n), and f
or each reference,
indicate how long the proposed solut
ion has been in use.


Cost Proposal

All pricing
should be entirely presented in a separate cost volume. Cost should be delineated by
year including
three

separ
ate years beginning July 1, 2011
. The anticipated awar
d will be for
one year plus two

one year optional extensions.
E
valuation of the cost vol
ume will be based
on the total solution cost for the
three

year period. Costs should include
all

costs to deli
ver
the
SIP trunks including project management, testing, technical support, hardware, circuits (if
proposed), cancellation/termination fees, etc
. Service item costs should include

-

Up to 92 SIP trunks

-

Options to start with very few trunks and scale up as needed

-

Options to hibernate trunks at a reduced cost during summer if available

-

2000 DIDs

-

PSALI for all 2000 DIDs

-

A total of up to 50 listings

-

Lo
ng Distance, see Attachment 2 for a breakdown of 90 days of long distance calling

-

Circuits if proposed. SIP trunks may be provided via vendor circuits or via the district’s
internet connectivity, 300 Mbps Ethernet from Unite Private Networks
. Alternative

solution pricing options are welcomed.


Hardware Requirements

SIP trunks can provide PSTN service into our architecture

one of
three

ways.

1.


SIP to PRI conversion providing PRI interfaces to the
NEC 2400 IPX. All internal call
routing would remain unchang
ed

2.

Native SIP to the NEC SV8300. All calls would route from the 2400 IPX over to the
SV8300 and out the SIP trunks.

3.

A combination of the two solutions above.


Neither solution is preferred and the proposed solution will be evaluated on cost. If option 1
the
offeror should include all hardware which they would own, install, and maintain as part of their
service solution. If option 2 the cost of SIP trunk licensing for the SV8300
should be proposed
by the vendor as an eligible costs. If not proposed, we w
ill add a standard cost to the cost
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proposal of $5,600 for port capacity and SIP trunk licenses on the SV8300 to support 92 SIP
trunks.


Anticipated Procurement Timeline

Dec 3


Erate Form 470 posted (original Form 470 on this topic is being cancelled and
replaced with
the new form)

Dec 7



RFP published

Dec 10



vendor feedback
and questions (written) on
RFP accepted

Dec 15


Q&A and clarifications published


Jan 4



Vendor proposals due

Jan 5



Proposal evaluation team selects vendor

Jan 6



Award reco
mmendation submitted to superintendent for approval

Jan 7
-
13
-

Contract language negotiation with Pueblo City Schools


attorney

Jan 17



Vendor and attorney pre
-
signed contract submitted for Board agenda consideration

Jan

25



Pueblo City Schools Board of

Education meets to consider and approve final vendor
selection and contract.

Last week of January


anticipated contract signing with awarded vendor

First week of February


anticipated deadline for ERate Form 471 filing

June



engineering and testing

La
st week of June


Anticipated budget approval by Board of Education

July 1, 2011


anticipated
services start

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Attachment 1 Pueblo City Schools Telephony Architecture Diagram


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Attachment 2: Pueblo City Schools’ long distan
ce c
alling by area code, actual three month
sample, July 20


Oct 20, 2010





The three month period had a total of, 25,025 domestic long distance minutes (no international).
18,271 of those minutes were long distance calls placed to the seven area code
s listed in the chart
with the number of total minutes to each area code shown. The remaining 7,246 minutes were
calls made to all other domestic area codes with no more than 200 minutes to any single area
code. This data should be considered a true and
representative calling sample and combined
with the vendors’ long distance pricing and approach, such as might include virtual numbers,
should be used to calculate long distance costs in the proposal.